Inviting People
Invite team members, app users and collaborators, create accounts, and change or remove access.
Steps for adding people with roles that already exist. For who is who and how roles work, see Members & Roles.
| Adding | Where |
|---|---|
| Team member or app-only staff | Organization Settings → Team Members |
| App user | The app's Settings → Users |
| Collaborator on one app | The app's Settings → Members |
Invite a team member
Open Team Members
Go to Settings → Team Members.
Invite
Enter an email, pick a role and click Invite. Leave the role on Default to use the role for new members. Use Bulk invite to paste several emails.
Track it
The invitation shows as pending until accepted. You can revoke it from the same tab.
- Whoever opens the link joins, even with Google or a different email. Each invitation admits one person.
- An existing member keeps their role, and the invitation stays open.
- Inviting team members may need a multi-user plan. Single-user plans show an upgrade prompt.
Built-in roles: Admin (full access), Manager, Staff (the usual choice), Viewer (read-only) and External Viewer (outside people). Each person has one role. See organization roles.
Team invite links
A link you share yourself (chat, poster, QR code). No email needed. Create one under Settings → Team Members → Invite links → Create link:
| Field | Notes |
|---|---|
| Role | Can't be Admin. |
| Label | Optional, e.g. "Bangkok store hires". |
| Max uses | Required, at least 1. |
| Expires | 1, 7, 30 or 90 days. |
| Apps | Required for an App-only role. Pick each app and its app role. |
| Require approval | On by default. People wait under Pending approvals until someone clicks Approve or Reject. |
- The full link is shown once. Copy it then.
- Admins are notified when a link is used.
- Revoke link stops new requests. People who joined stay members.
- Needs
members:invite. Links that assign apps also needroles:manage.
Apps have their own links. Settings → Users creates invite links for app users and claim links for app-only staff. Settings → Members creates collaborator links. These are single-use by default, or unlimited with an expiry within 30 days.
Give a team member a specific app
For App-only roles (no dashboard), or to give a Team member a private app, a different app role, or more access to one app.
Invite or find the member
Open their account
Click Edit account or View account on their row. At the bottom is App access for an App-only member, or App-specific access for a Team member.
Assign apps
Click Assign to app (App-only) or Add app access or role (Team), pick the app and its App role, then click Assign. For a Team member, Team role on this app can also raise their access to that app.
Change a role or remove someone
On Team Members:
- Change role: pick from the dropdown on their row. Pick Admin to make them an admin.
- Remove: row menu → Remove from organization. Removing a managed account deletes it.
- Many at once: tick members, then Set role, Add to app or Remove. See bulk actions.
Create accounts directly
Admins can create accounts for people without a sign-in. No invitation email is sent. Creating accounts needs the Scale plan or higher. On a lower plan, invite people instead. Accounts you created before moving to a lower plan keep working, and you can still edit or remove them.
- Settings → Team Members → Create accounts: team members with an organization role. App-only roles work.
- A public app's Settings → Users → Create accounts: app users with an app role. Enable email and password sign-in for the app first.
Add people
Type an email (and optional name) per row, use Add person for more, or Add from file (CSV or .xlsx). Clear list starts over. Empty rows are skipped.
Set roles
Each row can set its own role. Blank uses the Default role below the list. Team member rows can also add one app with an app role, and a Person from Identities.
Fix flagged rows
Rows with an invalid or duplicate email, an unknown key, or a person picked twice are marked. Fix or remove them.
Create and save credentials
Click create, then Download credentials (.xlsx) before closing. Passwords are shown only here.
File headers (first row). Only email is required:
| Header | Sets |
|---|---|
first_name, last_name | Account name, also used in the directory |
password | Used only with Use supplied passwords |
role | Role key. Blank uses the default role |
app, app_role | Team members only. App key and role key. Blank app_role uses the app's default |
identity | Team members only. Id of an existing person in Identities |
email,first_name,last_name,role,app,app_role
alex@example.com,Alex,Kim,member,pos,cashier
sam@example.com,Sam,Lee,,,- The dialog lists valid keys and offers CSV and Excel templates. Excel reads the first sheet; format cells as text.
- Files up to 2 MB. Up to 1,000 people per list, sent in batches of 20.
- Passwords are generated unless you pick Use supplied passwords. Blank ones are still generated. Passwords that break your sign-in rules fail on their row.
- Picking a Person (or an
identityid) joins the login to that person. Needsidentities:govern. Only people without a team login are offered. - Existing accounts are skipped; their password is never changed. Invite them instead.
- At the member limit (pending invitations count), the row fails and nothing is left behind.
- If a batch fails, credentials already created stay in the results. Back to unsent people returns to the rest. Save credentials first.
- Incomplete means the account exists but needs setup. Save its password, then invite them or contact support. If the response was lost, check the member list before retrying.
- Creating an account doesn't verify the email or claim an existing customer profile.
Organization-managed accounts
Created accounts are managed and show a Managed tag.
- Edit account changes picture, name, email or password. Generate password shows a new one once. Setting a password signs them out elsewhere. Changes are audited.
- They can't join or create another organization.
- Removing one deletes the account. Deleting the organization deletes all of them.
Self-signed-up people manage their own accounts. Their row shows View account (read-only).
A Partner tag is different: it marks someone whose access comes from the partner that runs your organization.
Invite app users
Open Users
In the app, go to Settings → Users.
Invite
Manage
To skip invitations, turn on self sign-up in User Authentication. New users get the Default Sign-Up Role.
Invite a collaborator
Collaborators work on one app's code, settings and deploys, for example a freelancer or agency. Invite them from the app's Settings → Members. To work across all apps, invite them as a team member instead.